Academic Program Assistant

About the role

The USC Department of Psychiatry and the Behavioral Sciences is seeking an Academic Program Assistant to support the administration of the USC/LA General Medical Center (LAGMC) joint psychiatry training programs. The role will serve as the lead coordinator for the Consultation-Liaison Psychiatry Fellowship and provide essential operational and administrative support to the Psychiatry Residency Program and Child and Adolescent Psychiatry Fellowship.

Responsibilities

• Coordinate day-to-day administrative operations and ensure compliance with ACGME, ABPN, DEA, Medical Board of California, and institutional requirements.
• Manage trainee scheduling (Amion) and maintain accurate rotation schedules.
• Administer MyEvaluations, including assigning and tracking evaluations, maintaining trainee records, onboarding documentation, and generating reports.
• Support curriculum implementation and coordinate key program events (e.g., orientation, retreat, graduation, annual review, board review).
• Career Development at USCDiscover how a career at USC can help you grow, contribute, and make an impact. Explore opportunities, professional development resources, and the benefits of joining a community dedicated to excellence and innovation.
• Support recruitment, onboarding, and offboarding processes, including interview logistics, communications, application materials, and NRMP rank list support.
• Support required submissions and compliance tracking in coordination with GME, including health clearances, training modules, and reporting requirements.
• Provide administrative support to program leadership, including scheduling meetings, preparing materials, taking minutes, and managing communications.
• Career Development at USCDiscover how a career at USC can help you grow, contribute, and make an impact. Explore opportunities, professional development resources, and the benefits of joining a community dedicated to excellence and innovation.
• Career Development at USCDiscover how a career at USC can help you grow, contribute, and make an impact. Explore opportunities, professional development resources, and the benefits of joining a community dedicated to excellence and innovation.
• Coordinate meetings for fellows, faculty, and program committees (e.g., Clinical Competency Committee, program meetings).
• Maintain and update required program data across systems (e.g., ACGME WebADS, ERAS, FREIDA) and manage ACGME surveys.
• Assist with trainee reimbursements, time-off tracking, badging, and day-to-day program operations in collaboration with GME offices.

Qualifications

• Bachelor’s degree or combined experience/education as a substitute.
• Experience in higher education, academic administration, and/or customer service.
• At least 1 year of relevant experience.
• Experience in graduate medical education, higher education administration, or student services.
• Excellent interpersonal, oral, and written communication skills.
• Strong attention to detail and organizational skills.
• Ability to plan, implement, and coordinate program logistics.
• Experience with database management and data entry.
• Effective problem-solving and project coordination skills, able to handle multiple timelines, changing priorities, and fluctuating workloads.

Preferred Qualifications

• Bachelor’s degree and/or TAGME certification.

What We Offer

• Hybrid on-site and employee must report to work at the Los Angeles Medical Center (LAGMC) and the USC Health Science Campus in Los Angeles, CA when scheduled.
• Hourly rate range for this position is $25.32 - $33.95. This is a one-year fixed term position with the possibility of renewal.
• Follows established USC and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan.